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Medical asset tracking system reduces losses and delivery times

impress-logoMedical equipment is costly and companies which distribute or deliver such equipment need an effective way to track their assets.

CoreRFID worked with an IT software provider to deliver an asset management solution for a company that supplies medical products to care homes and hospitals. The new system, which manages deliveries, inspections, repairs and decontamination, has improved efficiency and reduced delivery times.

“The joint solution, created with CoreRFID and delivered to our client, is helping them to get the best possible value from their Impress solution. CoreRFID’s expertise has allowed us to extend the benefits of the Impress application in this area of healthcare.”
– Jeremy Clifford, Impress Solutions

The challenge of managing multiple assets

Medical assets such as scanners can cost millions – however, it is rarely the most expensive items that pose the biggest problem. The real difficulty often lies in managing multiple assets associated with each patient bed.

Mattresses, pumps and tubes are often portable and may be mislaid when sent off-site for inspection or repair. Any tracking system needs to be easy to use, making the least possible impact on staff and avoiding the need for manual data entry.

A ‘check out, check in’ system

Modern medical beds are often high tech, high cost assets.
Modern medical beds are often high tech, high cost assets.

Impress Solutions wanted to deliver a ‘check out, check in’ system for its client. The company’s existing legacy system was not working successfully, with erratic data collection leading to a loss of confidence in the system. It was also preventing it achieving its aim of offering an effective 24-hour troubleshooting and support service with 95% of deliveries completed in three and a half hours.

CoreRFID has developed systems for distributors and the NHS, and also specialises in systems for LOLER testing – one of the services offered by the company. It worked with Impress to deliver an innovative, well-integrated solution.

Automatic data collection

With the new system, each item is identified with an RFID tag or barcode carrying a unique asset number which complies with the GS1 standards for NHS assets. Data from the tags and labels can be easily read using a mobile or handheld device.

Drivers responsible for delivery, collection or repair simply scan the tag on the item. The end-user is also asked to sign for it, and to check for any damage or repairs needed. Data from the tag is captured automatically and other data such as signatures, images and notes can be captured at the same time. The driver’s tablet or mobile device uses its on-board GPS to record the location of deliveries, making it easy to sort out disputes and to reduce the risk of assets being lost.

The data is then uploaded and fed into Impress’s software applications. The new system enables items to be tracked through repair, maintenance, inspection or decontamination so everyone can be kept up to date with their whereabouts.

The benefits

The key benefits for the company are:

  • Shorter process saves time for delivery drivers
  • Reduces risk of wrong deliveries
  • Better quality data on asset location and condition
  • Automatic data collection reduces errors.